HSP Labor Relations

  1. IP W2 Inquiries
  2. IP Wage Verification Requests
  3. IP Union Contract
  4. Medicaid Waiver Status
  5. IP Health Insurance
  6. IP Training

IP W2 Inquiries

Guidance

  • IP's call their local field offices inquiring about their W-2 documents.
  • All W-2 forms for the current tax year are mailed by the Illinois Office of Comptroller (IOC) to the IP's home address as it is shown on the payroll earnings statement or check stub report that runs mid-November.
  • W2 documents are mailed out by the end of January for the prior calendar year, with some fluctuation when the month ends on a weekend.
  • The IP should notify DRS when they have an address, phone number or e-mail address change.
  • Any address changes after mid-November may result in the W2 form being returned to HSP Central Office or the W2 sent to the old address.

Requests

  • Duplicate W-2 requests can be obtained by the IP in writing or by e-mailing to below address.
  • IP must include the IPs name, last 4 of the SSN, address, signature (mail or fax) and phone number.
Method contact
By Email DHS.HSP.LaborW2@illinois.gov
By Fax 217-557-9434 or 217-557-0142
By USPS Mail

HSP Labor Relations

100 S Grand Avenue E, 1st FL

Springfield, IL 62762

W2

  • HSP will ensure to send the original W2 whenever possible.
  • If the original W-2 hasn't been returned to HSP yet, a duplicate will be mailed by IOC instead.
  • All duplicate W2s are sent directly from the Illinois Office of Comptroller (IOC) to the IP via USPS mail. The IOC will not fax or email duplicate W2's.
  • W2's cannot be sent via email.

Documents Required

*Duplicate W2 request form (pdf)

FAQ (Frequently Asked Questions)

  • When will my W-2 documents be mailed?
    • Current W-2 documents will be mailed by January 31 of each year or unless otherwise stated by the IRS.
    • Ensure your name is registered with the mailing address on file to ensure prompt delivery by the USPS.
  • The IP's W-2 was lost/stolen/damaged. How do they get a duplicate W-2?
    • Duplicate W-2 documents for the current tax year can be requested through HSP Labor Relations beginning February 15 of each calendar year. Prior tax years can be requested at any time.
    • Requests must be submitted by the IP in writing (Duplicate W2 request form (pdf)) or by e-mail and must include the IPs name, last 4 of their SSN, address, signature (mail or fax) and phone number.
    • Requests can be submitted to the local DHS.HSP.LaborW2@Illinois.gov or 217-782-2722
  • How will the IP receive their duplicate W-2?
    • HSP Labor Relations submits a request to the Illinois Comptroller's Office (IOC).
    • Please allow 10 business days for the IOC to process the request.
    • All duplicate W-2s are sent directly from the IOC through USPS. The IOC will not fax or email duplicate W-2s.
    • W-2s cannot be sent via e-mail.
  • The provider worked in December. Why didn't they receive a W-2?
    • IPs who started working in December, but did not get their first paycheck until January, will not receive a W-2 until the following tax year.
  • What is your agency's Employer ID number?
    • The Employer ID number is located on the W-2 and HSP staff should not disclose this number.
    • Tax preparation agencies may offer deals that allow individuals to file their taxes by using the last payroll record for December; however, IDHS nor IOC will provide the Employer ID number.
    • IPs will need to wait until they receive their W-2 to get the Employer ID number.

IP Wage Verification Requests

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From time to time an Individual Provider (IP) may need to request verification of wages for multiple reasons, lost paystub, housing, childcare, social security, employment, public assistance, or other types of applications. An IP may submit a request directly or through their local DRS office for the requested information.

Requests

To submit a request directly, an IP should complete the Verification Request form (Verification Request Form English | Verification Request Form Spanish) and send it Labor Relations Unit via Email, Fax or USPS mail. This for is for IPs only and is not intended for 3rd parties.

Method Contact
By Email DHS.HSP.LaborEV@illinois.gov
By Fax 217-557-9434 or 217-557-0142
By USPS Mail Department of Human Services
HSP Labor Relations
100 S Grand Avenue E, 1st FL
Springfield, IL 62704
  •  3rd parties may submit their form signed by the IP indicating the information the IP is allowing us to release on their behalf. The form may be sent via Email, Fax or USPS mail
  • An IP may opt to send a written statement requesting a wage verification as an alternative to using the HSP request form thru Email, Fax or USPS Mail.

Processing Times

  • Currently our processing time is 3-5 business days for wage verification requests.
  • Any additional information requested after original response will be treated as a 2nd request and this will reinstate a new 3 to 5 days processing time.
  • Annually LR Unit receives an estimated 6,000+ requests from active and inactive IPs

Q & A

  • I need my verification today.
    • At times we can do same day turnaround for unforeseen urgencies but cannot guarantee it.
  • The verification I received of my paystub does not loon look like my other paystubs.
    • The Agency is unable to reproduce an exact replica of the IP's paystub, but we can provide proof of gross earnings, hours worked, date paid and average hours for the last year.

IP Union Contract

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  • Department of Human Services, Office of Rehabilitations Services, Home Services Individual Providers are covered under an Agreement between the state and the Service Employees International Union, Healthcare Illinois & Indiana (SEIU).
  • Information regarding the current contract is available through the Central Management Services website.
  • Information regarding SEIU can be found by calling 1-866-933-7348 or through the SEIU website.

Medicaid Waiver Status

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  • Under Title 89 Illinois Administrative Code Section 676.10, the Illinois Department of Human Services (IDHS) Home Services Program (HSP) is a Medicaid Waiver Program.
  • Payments made to an Individual Provider for services rendered to a Medicaid eligible HSP Customer are from a Medicaid waiver program.
  • HSP is not providing tax advice and recommends you consult with a tax professional to determine what, if any, tax implications flow from your status as an individual provider with the HSP.
  • IRS 926 Letter
  • If you have questions please e-mail: DHS.HSP.LaborEV@illinois.gov and type Medicaid Waiver IRS 926 in the subject line.

IP Health Insurance

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* HSP's Collective Bargaining Agreement with SEIU, Article VII, Section 2 Special Funds states:

The Union and the State believe that the services provided by the Individual Providers serve the public interest. The Union intends to provide access to health insurance. coverage to eligible Individual Providers. MHH Providers will be covered under the Agreement on the same terms as Personal Assistants, effective January 1, 2014.

  • I am an Individual Provider am I eligible for health insurance?
    • Individual Providers should contact SEIU at 1-866-933-7348 to determine their eligibility.
  • SEIU told me I did not work enough hours to receive health insurance, what should I do?
    • HSP sends an electronic file to SEIU each pay period with the number of hours an Individual Provider worked. You should review the hours worked listed on your paystub with SEIU to verify if there is a discrepancy.
  • I received an insurance cancellation notice. What can I do?
    • Individual Providers should contact SEIU at 1-866-933-7348 to determine their eligibility.

IP Training

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  • Per CBA Article XIII, Effective 07/01/2024, Individual providers have to attend Annual Mandatory Trainings and New Hire Trainings.
  • If an IP fails to attend their required training, they may become temporarily ineligible (Suspended) for funding from HSP until they attend their training and become active again.
  • Training is conducted through SEIU Member Education Training Center (METC).

New Hire Training

  • An IP should attend New Hire Training when
    • IP that has never worked for HSP and has been approved.
    • IP has become inactive and is returning to work for a HSP customer.
  • IPs and customers will receive several reminders through the mail and e-mail, when available, informing them of the mandatory training.
  • Training Reminder Notices will be sent according to the following schedule:
    • As of July 01, 2024
      1 Provider Enrollment Packet
      2 Approval (Anniversary date)
      3 Anv. Date + 1 Month(s)
      4 Anv. Date + 3 Month(s)
      5 Anv. Date + 5 Month(s)
      6 Ineligibility Notice (Anv. Date + 7 Months)
    • As of July 01, 2025
      1 Provider Enrollment Packet
      2 Approval (Anniversary date)
      3 Anv. Date + 1 Month(s)
      4 Anv. Date + 2 Month(s)
      5 Ineligibility Notice (Anv. Date + 3 Months)

Annual Mandatory Training

  • An IP should attend Annual Mandatory Training when
    • IP has been active for 12 months or more
  • IPs and customers will receive several reminder notices through the mail and e-mail (if available), informing them of the mandatory training.
  • IP needs to take the training within the below timeframe based on their anniversary date.
  • Training Reminder Notices will be sent according to the following schedule:
      • As of July 01, 2024
        1 15 days prior to Anniversary Date
        3 Anv. Date + 1 Month(s)
        4 Anv. Date + 3 Month(s)
        5 Anv. Date + 5 Month(s)
        6 Ineligibility Notice (Anv. Date + 8 Months)
    • As of July 01, 2025
      1 15 days prior to Anniversary Date
      2 Anv. Date + 1 Month(s)
      3 Anv. Date + 2 Month(s)
      4 Anv. Date + 3 Month(s)
      5 Ineligibility Notice (Anv. Date + 4 Months)

Important Note 

  • If an IP has not attended their training by the due date, the IP and customer will receive a letter and e-mail (if available), informing them that the IP is temporary ineligible for payment/to work.
  • To become eligible for payment after a training ineligibility period a provider must be in active status and have attended the required training.
  • Questions related to training should be directed to SEIU @ SEIU Healthcare - United for Quality Care or 866-933-7348.

Updated 09/12/2024